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2010_Program_Development_Manual

VIEWS: 35 PAGES: 69

									PARISH BUILDING PROJECT


Program Development Manual


 Catholic Diocese of Lexington

            2010
                                 TABLE OF CONTENTS

Section                                                               Page #

Table of Contents                                                     1
Introduction                                                          2
Action Step 1                                                         2-3
      Discernment of Need and Understanding Potential
Action Step 2                                                         3
      Seeking Permission for a Feasibility Study
Action Step 3                                                         3-4
      Leadership Identification
Action Step 4                                                         4-5
      Consultation with Parish Pastoral Council and Finance Council
Action Step 5                                                         6
      Building Committee Formation
Action Step 6                                                         6-20
      Program Development
Action Step 7                                                         20-22
      Financial Plan Development
Action Step 8                                                         22
      Submit Program to Diocese Building Commission for Formal
      Review
Action Step 9                                                         23
      Design Professional and Construction Professional
Appendix I                                                            24-31
      Liturgical Audit Part I
Appendix II                                                           32-33
      Liturgical Audit Part II
Appendix III                                                          33-34
      Square Footage Checklist
Appendix IV                                                           34-43
      Glossary of Architectural Deliverables
Appendix V                                                            44-46
      Parish Financial Projections (sample)
Appendix VI                                                           47-48
      Project Checklist
Appendix VII                                                          49-52
      Project Evaluation Form
Appendix VIII Catholic Mutual                                         53-59
       Pre-Planning Issues Regarding Environmental Concerns
Appendix VIIII                                                        59-64
      Construction Contract (less than $25,000)
Appendix X                                                            65-67
      Real Estate Document Checklist




                                                                               1
Introduction

Congratulations!

It takes foresight and courage to start a building project.
A building program does not happen in a vacuum.
It takes wisdom to be farsighted and practical, so remember:
The longer your running start, the better! Plan ahead.
The stronger your stewardship, the better!
The more clarity you have of your purpose, the better!
We want you to succeed in your building project.
This manual gives you concrete steps to get started.
They can help you to keep on track to a successful conclusion.


Action Step # 1 Discernment of Need Identified AND Understanding
Potential
The idea to build generally begins at either the Pastoral or the Finance Council.
Each Council should reflect together on these questions prayerfully and
practically. These questions should be considered for over a year!

The longer your running start the better!
1. Plan ahead, far ahead. Does your parish have a five-year plan?
2. Does the Finance Council consider the effectiveness and suitability of the buildings
   annually?
3. Have you planned each building’s placement in terms of future growth and development?
4. How is your parish preparing for this project from a pastoral point of view?


The stronger your stewardship, the better!
1. How accurate is your annual budget?
2. How the budget is administered (purchase orders, internal controls, etc)?
3. Do your Pastoral and Finance Council’s actively foster stewardship spirituality in your
 parish?
4. Does your budget have a line item for a fund identified for repairs or replacement expenses?
5. How is your parish preparing for this specific project from a fiscal point of view?




                                                                                        2
The more clarity you have of your purpose, the better!
1. Does your parish have a mission statement?
2. Are there current job descriptions for employees and for volunteers?
3. What do you hope to accomplish by this building project?
4. How does this building fit into the mission of the parish, its future plan, and its site?
5. What exactly do you think you need? Be VERY specific!

Make a deliberate effort to involve the parish community.
1. Survey them regarding needs and the future direction of a parish (it is expected that multiple
   surveys will be necessary during the project).
2. Are most of the parishioners sold on this goal?
3. Ask them to pray about this idea.
4. Insist on using Committee structures and operations in every aspect of parish life.

Action Step # 2 Seeking Permission For a Feasibility Study:
After adequate discernment, the pastor writes a letter to the Bishop. He is specifically
asking the Bishop’s permission to pursue this feasibility study and to raise funds for it.
Note: No professionals should be approached or paid for any work up to this point.
The Bishop will consult with the Presbyteral Council.


Action Step # 3: Leadership Identification: First Response
When the Bishop’s permission is granted in writing, the first order of business is to make
a list of parish leaders. With every parish project, COMMUNICATION is the first key
to a sense of ownership and success.

    Identify your official elected or appointed parish leaders.
    Then ask, ―Who do we need on the Building Committee?‖
    Complete this list and keep it updated:

Who are the Executive Officers of your Parish Pastoral Council?
These are not on the Building Committee necessarily.

Pastor / President ____________________________________

Chairperson ____________________________________

Co-Chairperson ____________________________________

Secretary ____________________________________

Other (e.g. ―at large‖) _______________________



                                                                                               3
Who are the Executive officers of the Parish Finance Council?
These are not on the Building Committee necessarily.

Pastor / President ____________________________________

Chairperson ____________________________________

Co-Chairperson ____________________________________

Secretary ____________________________________

Other (e.g. properties and land subcommittee chair) _______________________

Who are the Executive Officers of your Parish School?
These are not on the Building Committee necessarily.

Pastor/President ______________________________________

Principal ____________________________________________

Assistant Principal ____________________________________

School Board Chair ___________________________________

Secretary ____________________________________________

Other _______________________________________________


Action Step #4 The Pastor consults with the Parish Pastoral Council and
the Finance Council regarding possible candidates for the Building
Committee.
Here are some SUGGESTIONS for positions on a Parish Building Committee.
Please note, that each position represents an active sub committee of about 5 people.
Note: Not all committees need be appointed, BUT all functions will be necessary to some extent
in the project.

· Pastor, serves as President and appoints the ad hoc Building Committee
  _________________________________


                                                                                                 4
  Chairperson - convenes and runs meetings
· _________________________________

· Co-Chairperson - acts in absence of the chairperson
  _________________________________


    Secretary - keeps detailed and accurate minutes and prepares correspondence
    _________________________________

· Prayer Committee Chair - organizes spiritual support within the parish
  _________________________________

· Communication Committee Chair - publicizes decisions to the parish
  _________________________________

· Liturgical Needs Committee Chair - gathers and represents liturgical concerns
  _________________________________

· Formation Needs Committee Chair - gathers and represents formation and/or school
  concerns___________________________

· Site Plan Development Committee - develops a holistic schemata for the entire
  property ___________________________

· Design Committee - gathers and represents specific architectural details to the
  committee _________________________

· Special Needs Committee Chair - promotes accessibility and of those with special
  needs _____________________________

· Project Manager - monitors construction details and apprises the committee.
  __________________________________

· Fund Raising Committee Chair - also liaison to the Parish Finance Council whom he
  represents _____________________________

· Building Committee Liaison to the Finance Council - and serves as an ad hoc sub
  committee chair ________________________

· Liaison to Parish Pastoral Council - represents the Pastoral Councils concerns
  _____________________________________

·


                                                                                     5
· Principal – represents the Parish School concerns
  _____________________________________

· School Board Chair – also represents the Parish School concerns
  ____________________________________




Action Step # 5: Building Committee Formation
Don’t presume that the committee volunteers are well prepared for this major task!

Provide them with formation and information
Not everyone is well informed on the requirements for a church or a school. Perhaps
invite a speaker to instruct them. Even the general parish community can be invited.
Make time to consider their history, the culture, and the requirements for accessibility.
The more well informed they are the more effective they will be. They should be
informed on the traditional building model (design professionals and general contractor).
The Church committee will be informed on building model options. They should know
that they must pay the diocesan legal team to review all documents and contracts.

All contracts must be reviewed in advance of the expected execution date by the
Secretariat for Stewardship Chief Financial Officer.
All parties should be informed that no contracts are agreed or
signed except by the Bishop or his designate.
Action Steps # 6: Program Development:
The next step (after the parish leadership is defined in #5 above) is to write a
specific Building Program Document followed by a specific Financial Plan to
pay for it.

          The specific definition of Program is – a verbal description and explanation of
the needs and goals for this project given by the parish in their own words. The Program
is a description of the building to be designed and built to facilitate the ministries and
visions. Assign different parts of this project to different Committees within the Building
Committee.

           The Program for a building or renovation project (―The Program‖) is the
owner's set of instructions to the design professional, using words and numbers. It should
share the inspiration of the parish with the design professional. The design professional
will develop construction documents (i.e. drawings and specifications) to meet the
specific stated goal(s) of the parish for the project.




                                                                                            6
           Furthermore, it guides the contractor or construction manager as they translate
that design into bricks and mortar. It is the clear expression of the reason why the parish
is willing to take up this process and to pay for this work and the materials to complete it.
The parish will then have a facility to use that fits its own purpose. In some ways it can
be called the soul of the building process since it is considered as an integral extension of
the parish mission statement.
The development of the Program is the job of the parish — and the most
crucial one.

           The Program – design narrative for any building or renovation project should
explicitly and specifically include the following items:

   a. The parish’s philosophy - Your mission statement and rational for taking this
      direction.

   b. The parish’s goals for the project - How will this building help the parish minister?

   c. The parish’s functional requirements for the project – What are the specific needs?

   d. The parish’s space and usage requirements for the project - How much and what
      shape? (Description not layout and design drawings)

   e. The parish’s liturgical requirements for the project - What do you need to do it
      better?

   f. The parish’s energy usage requirements for the project - How much, what kind, and
      efficiency.

   g. The parish’s dollar budget for the project - How does it fit into good stewardship?

   h. The parish’s schedule for the project - When do you want completion? Are there
      specific priorities and phases to this project?

   i. Certified site survey - A formal document by a registered land surveyor is prepared
       including both property boundary information and topographical information.

   j. A soil report - A certified engineering firm of site soils, conditions for building,
      based on soil borings, percolation tests, and related tests.

   k. The parish’s insurance requirements for the project and team.

   l. Describe accessibility standards and considerations employed in the project/ADA
      standards must be maintained.




                                                                                             7
It is highly recommended that you make this a group effort under the direction of the
Chairperson.




                        Program Development Worksheet

Specific Personnel to Direct the Project

 1.    Name, address and phone of the person or persons who are to work on the
       project team:

       A. With the design professionals and other agents and vendors: (e.g.: the Pastor
       and Building Committee Chair)

       B. As team representatives of the parish: (e.g. the Pastor and the Construction
       Oversight Committee Chair)

2.    Address and location of the site:

       A. Of the new facility:

        B. Of the facility to be renovated (Define its current use and any changes it that
       use):

 3.   Provide information about the site. (To be attached.)

       A. Area map showing site location and property access points

       B. Property size with roads and drives

       C. Complete certified topographic survey and boundary survey of property
          including federal flood plain information.

       D. Is property zoned properly for intended use? Yes __       No __

 4.   Infrastructure: List utilities as: available or need to develop

      A. Type and location of electric service (the company involved and don’t forget
      three phase power options)

      B. Gas service

      C. Fresh water supply and capacity



                                                                                             8
     D. Sanitary sewer, size, location, and invert elevation or private system

     E. Telephone service and location

     F. Present storm water drainage system

     G. Other Considerations (e.g. lightening protection, outdoor lighting, future
     insurance considerations)

     H. Geo-thermal potential

5. Parish Program Projection of Space and Use Requirements:

       Before you can determine your need there are some specific considerations to
       make. This is a visioning process. Some of the described needs and projections
       may need to be done in phases.

Worship Space

     Requirements For the Church               Qualities and Requirements

     General Character of                      Welcoming and accessible to all
     Foyer/Narthex                             including those in wheel chairs, etc.

     Standing Capacity of Foyer/Narthex Suited to allow for many of the
                                        congregation, the formation of
                                        liturgical processions, and/or the
                                        welcoming of those being presented
                                        for membership in the Church (BLS
                                        §95)
                                               Either on an axis with the altar or
     Location of Baptismal Font
                                               integrally related to the altar (BLS
                                               §66) either in a special area within
                                               the mail body of the church or in
                                               separate baptistery, accessible to all
                                               who enter the church building (BLS
                                               §67) See also BLS §69, 5 for
                                               reference to placement near main
                                               doors

     Style of Baptismal Font                   Preferably allows for full immersion

     Accessibility Issues                      Removable barriers




                                                                                        9
Worship Space: General Character   Suited to sacred celebrations;
                                   conductive to participation
                                   movement, sight, dignified and
                                   beautiful (BLS §18)

Nave/Place for the Assembly:       Emphasize the unity of the assembly;
General Character                  allow for processions during the
                                   Eucharist, the singing of the prayers,
                                   movement during baptismal rites, the
                                   sprinkling of the congregation with
                                   blessed water the rites during
                                   wedding and funeral liturgies, and
                                   personal devotion (BLS §51)


Seating Capacity: Congregation     Preferred to seat the majority of the
                                   regular attending congregation
Sanctuary Area: General            Houses the altar, ambo, presider’s
Character                          chair and chars for ministers.
                                   Emphasizes and enhances this special
                                   character by the distinctiveness of its
                                   design and furnishings, or by its
                                   elevation while maintaining an
                                   organic relationship with the
                                   assembly. (BLS §54) Should be
                                   wheel chair accessible.


Sanctuary Area square footage      Adequate square feet for movement
                                   celebration in addition to
                                   appropriate furnishings

Location for the Altar             Natural focal point of the sanctuary,
                                   free standing and immovable, visible
                                   from all parts of the church (BLS
                                   §57-59)

Location of the Ambo               Prominent placement in the
                                   sanctuary, the more immovable the
                                   better and materials to reflect those
                                   in the altar-consider accessibility
                                   (BLS §61-62)




                                                                             10
Location of Chair for Priest     Distinguished from the seating for
Celebrant                        ministers by its design and placement
                                 in the sanctuary. The most
                                 appropriate place for the chair is at
                                 the head of the sanctuary and turned
                                 toward the people (BLS §64)
                                 Compatible/complimentary material
                                 to altar
Cross with the Image of Christ   Suspended over altar, mounted on the
Crucified Near the Altar         sanctuary wall or on processional
                                 cross of sufficient size (BLS §91)



Accessibility Issues             Barrier Free ... ramps, elevators, etc.
                                 Wheelchair seating should be mixed
                                 throughout entire seating space
Sacristy, General Character      Houses sacred vessels and linens:
                                 sink with hot and cold water allows
                                 for washing of vessels; should have a
                                 sacrarium in addition to a sink;
                                 storage for servers albs/cassock and
                                 supplies
Vesting Room                     Located near main aisle where
                                 entrance procession takes place if
                                 possible; storage for priest and
                                 deacon vestments, room to vest

Overflow (secondary) seating     Special occasions (e.g. Christmas
                                 and Easter)

Daily Mass Chapel (needed?)      Should not complete with main
                                 sanctuary

Choir’s /Musician Placement      Where they can lead and support the
                                 congregations while still being a part
                                 of the gathered assembly’s with
                                 instruments and voices in close
                                 proximity




                                                                           11
                                                Near/with the place for the
      Cantor Stand
                                                musicians, able to be seen by most of
                                                the congregation.




      Location of Musical Instruments           In close proximity to the choir:
                                                consider the number and type of
                                                instruments; organ, piano, guitar,
                                                wind, string, etc. and their
                                                amplification needs

      Liturgical Music Storage                  Printed music, books and
                                                instruments; consider space for
                                                microphone and music stands

      Tabernacle: Character                     Distinguished, conspicuous,
                                                beautifully decorated and suitable for
                                                prayer; solid, immovable, opaque and
                                                locked; special oil lamp or wax
                                                candle burns near; draws the one
                                                praying there to the tabernacle


      Tabernacle Placement                      Fully visible to entire worship area
                                                but not draw attention away from
                                                assembly at Mass; not on altar on
                                                which Mass is celebrated; if in
                                                separate chapel must be integrally
                                                connected with the church

Additional ideas and direction can be found in Appendices I, II and III for help with these
issues.

Worship Space Requirements


   Worship Space           Present           10 Year           20 Year          30 Year Goal
   Requirements           Conditions        Projection        Projection

  # / Size in Square     Capacity/size    Capacity/size     Capacity/ size      Capacity/size
      feet please

 General Character
 of Gathering Space


                                                                                         12
Standing Capacity
of Narthex
Location/Style of
Font
Accessibility


Location for
Paschal Candle


Ambry


General Character:
Worship Space


Seating Capacity:
Nave/Place for
Assembly

Sanctuary: Square
Footage

Location for the
Immovable Altar

Location of the
Ambo

Location of chair
for the Priest
Celebrant


Crucifix Location

Overflow
(secondary) seating

Daily Mass Chapel
(needed?)

Sacristy



                      13
 Vesting Room

 Stand for Music
 Leader

 Location of Organ

 Location of Piano

 Choir’s/Musician’s
 Seating Capacity

 Liturgical Music
 Storage/Rehearsal

 Tabernacle

 Reconciliation
 Room

 General Liturgical
 Storage



Additional Considerations for the Worship Space

1) Architectural needs or equipment to assist and encourage the assembly to fully
   participate

2) Space requirements and facilities needed for Full Immersion e.g., disrobing, full
    immersion, drying, robing, etc.

3) Space and other requirements for distributing the Eucharist and other actions involving
    processions by the assembly, number of Eucharistic Stations for Extraordinary
    Ministers of Holy Communion per Communion, under both kinds, etc

4) Need for a Public Address System.

5) Accessibility so all can fully participate in the celebrations (e.g. hearing assistance,
   signing, ramps, etc.)

6) Organ, piano, other instruments and special music requirements: for voice and
   instruments

7) Note special acoustical requirements, sound reinforcement, etc.




                                                                                              14
8) Describe also hymnal used by assembly and its storage.

9) Consider how the assembly is invited to take part (e.g. hymn boards or
   announcements)

10) Storage needs, etc

11) Choir needs and storage for meetings, practice, robing, coat closets, etc

12) Special needs of weddings, funerals, other sacraments and liturgical uses

13) Usher needs and storage for meetings, garments, collection counting, etc

14) Special needs of Advent, Christmastime, Lent, Triduum, Eastertime and other feasts

15) Provisions for windows, shrines, or vigil lights (indoor or outdoor) that express
    particular devotions

16) What will be the use and importance of bells

17) Parish ministries. Needs of liturgical ministers, not covered elsewhere in this
    worksheet

Administrative offices and professional staff (list room sizes in square feet):

       Office               Sq. ft./room                Office                  Sq. ft./room
Pastor/Pastoral
Administrator
Associate pastor
Deacon
Secretary
Special Ministries

Conference

Special
Staff Washroom
Storage




                                                                                               15
  List present and new office equipment needed and space requirements:




  Comments and other items, which may be required for the administrative facilities:




Parish Hall requirements:

           1. For seating at tables (group work, meals, etc.)



           2. For seating at chairs



           3. Discuss characteristics of events and uses of the parish hall




                      Number of Participants Expected Frequency               Growth


 Parish Meal

 Non-School

 School / Cafeteria

 Non-parish use




                                                                                       16
Kitchen requirements for main functions (cooking, salad preparation area, dishwashing
and food storage):

    a. Would most of the food be prepared elsewhere and carried in?

    b. Would most of the food be prepared in the kitchen?

    c. How many people will be working in the kitchen at one time?

    d. Cooking and refrigeration appliances:

       1. Domestic type (rectory only)

       2. Commercial – require a commercial range hood with chemical fire suppression

       3. Will automatic dishwashing equipment be needed? (type)


    NOTE: It is presumed that those who work in the kitchen areas (at funeral dinners,
    wedding receptions, and on other occasions) will be consulted in answering this
    section.



Educational space requirements for Non-School Programs:
  Discuss vision and characteristics of the various programs and requirements for
  education and formation.

1. Attendance Report and Projections

     Educational space        Present           Phase I            Phase II         Final plan

  Total religious
  Education projections

  Preschool


  School




                                                                                      17
  Young adults


  Adults




2. Projections for the initial design program for use by religious educational groups:

             Age Group              Present % of     Attendance       Projected     Number of
                                       Total         Projection     Averages. % of Sessions/Wk.
                                                                        Total

  Infants (0-1)
  Toddlers (2-3)
  Nursery (4-5)
  Primary (6-8)
  Junior (9-11)
  Junior High (12-14)
  Senior High (15-
  College
  Young Adults
  Adult

  Catechumenate

  Candidates for Full
  Committee



      List religious education groups: e.g., Parish Formation Programs for Youth and
      Adults, scripture, prayer, pre-baptism, convert, pre-Cana, Cana, CYO, etc.

           -Enumerate meal attendance and frequency anticipated for above groups:


           -Other meal activities and numbers to be planned for:




                                                                                         18
Options for multiple uses

     Audio / Visual aid equipment (Includes flannel boards, chalkboards, LCD,
     whiteboards, VCR, DVD, TV, tack boards, filmstrips, slides and/or movie
     projectors, screen, overhead projector, etc.):

 Equipment needed                                 Place to be stored




    Storage requirements or built-in cabinets and equipment (list amount and areas
    needed):

Library requirements:

       Present volumes _____ Design for _____ volumes

       Or:

       Present _____ ft. of shelf space       Design for _____ ft. of shelf space

       Cabinets and counter space (list lineal feet required): _____

       How accessible to the assembly should the library be?


Furniture requirements for worship, education and large gatherings (seating, tables,
lounge furniture, etc.):



Other Special Considerations: Respond to these on separate sheets of paper.

     1. Furniture requirements for infants, toddlers, nursery (cribs, changing shelves,
     storage, toys, educational equipment, etc.):

     2. Parking requirements:




                                                                                          19
     3. Number of parking spaces:

     4. Type of parking and drive surfaces (grass, gravel, asphalt, concrete, etc.):

     5. Other functions and uses (bridal parties, seminars, small conference groups,
     counseling rooms, recreational facilities [indoor and outdoor], food pantry, work
     areas, etc.):

     6. List interests and concerns for energy use and conservation:

     7. List special lighting needs and controls wanted:
        a. Worship area
        b. Education area
        c. Social and fellowship
        d. Other (describe)

     8. List any items for space requirements, which you may have but have not already
     noted above:

     9. Housing needs or guest accommodations (not rectory):

        a. Number of guests at one time
        b. Guest purpose (work crew, hospitality, temporary housing, etc)
        c. Ages and gender considerations

     10. What is your budget for the project? How does it fit in with your operating
     budget?

     11. What is the construction budget limit? Project budget includes land, fees,
     furnishings, construction financing costs, other)

     12. When do you want construction to begin?

     13. Indicate the general design and character you feel that the building(s) for your
     church should have:

     14. Express your feelings about open space and multiple-use spaces:

     15. Describe the general character you believe the worship space should provide:

Action Steps # 7: Financial Plan Development:

The Financial Plan is often undertaken concurrently with the development of the
Program utilizing the estimates of the program and the parish/school survey instruments
to estimate the financial priorities and preferences.


                                                                                         20
       Rule of thumb for financial planning is that a project will not be approved to
proceed with construction until at least forty percent (40%) of the estimated costs are
available through dedicated cash and/or viable pledges on hand. This does not mean that
planning and preparations are withheld until the 40% level is reached. It is important that
program development and financial planning be conducted in close coordination and
communications between each team and the parish community. Communications,
accountability, and transparency are critical throughout the building project.

        The Financial Plan begins with an assessment of the current financial conditions.
The statement of current activities including current cash flows should be assessed for
indications of problems as well as potentials. This assessment should be completed in
conjunction with competent advice and involvement of the Finance Council members.
Particular attention should be given to the impact the new facility will have on the current
operating requirements (both financial and non-financial); what stresses and resources
must be added to meet this impact? The Building Commission must be provided with
records of the Parish’s current financial standing and payment history with the
Diocese before approving the undertaking of new financial liabilities.

        Financial feasibility and potential is critical to the financial plan. What is the
potential for a capital campaign and how much can be potentially be raised? Are there
adequate reserves included to cover other unexpected contingencies as well? Information
regarding the financial feasibility is generally gained through parish (donor) survey and
specific interviews with ―high-impact‖ donors (parish benefactors). Is there other funding
possible? Does this project fit into a category or classification that would qualify for
grant funding? Often an external consultant (fundraising firm) is engaged for large
projects.

        The Secretariat for Stewardship can advise on potential fundraising consulting
firms, but does not recommend any specific company. It is strongly recommended that
the parish Building Committee and Finance Council discuss and establish specific criteria
regarding the expectations for a fundraising professional. Ask as number of firms to
make a formal presentation to a selection group from the Building Committee and
Finance Council. Be sure to include in the criteria the fit with parish culture, philosophy
and style – a good personality match is as important as technical competency.
Fundraising will generally include multiple three to five year pledge campaigns –
planning must include conservation and recommitment strategies.

        There are multiple options available for debt service for both construction and
long-term mortgage debt on building projects. Generally financial planning should target
debt costs at Prime-plus 2 points. The Diocese maintains a line of credit with as specific
bank that is awarded on a competitive bid. Long-term debt (mortgage style debt) is to be
normally placed in this line of credit. The Deposit & Loan funds held in common is also
available for smaller projects and short-term debt (less than five years). Other debt
financing is considered on a case-by-case basis. All debt financing must be reviewed and



                                                                                         21
approved in advance by the Diocesan Chief Financial Officer (CFO) in the Secretariat for
Stewardship. A financial proforma must be constructed and presented to the Diocesan
Building Commission (see sample Appendix V). A quick amortization calculator is
located at http://ray.met.fsu.edu/~bret/amortize.html. Prime Rate quote may be found
at http://www.moneycafe.com/library/prime.htm. All financial projection and
estimates should begin with a base of the past two years of actual financial performance.
All assumptions should be clearly defined and rationale disclosed and justified (e.g., an
assumption that offertory will increase in excess of the historic trend requires clear and
defensible rationale). Thorough capital campaign planning and supporting structure is
critical to this planning.

       The Financial Plan is tweaked throughout the project planning and execution. As
the Program is refined and estimates are made more accurate the impact on the Financial
Plan must be thoroughly assessed. Continued refinement and disclosure to the parish
community and Diocesan Building Commission as appropriate is essential for success.
Once the project is prepared for construction bid (the estimates are final) the final
Financial Plan is reviewed with the completed Program and bid documents by the
Diocesan Building Commission. Particular attention should be given to fundraising and
cash gaps with debt service approvals and costs fully integrated into the financial plan.

        After the construction bids have been received, prior to final acceptance and
approval, the Financial Plan must be updated with the actual projected costs and their
timing estimates. A project cannot be accepted and construction begun until the Financial
Plan is fully reconciled with the bid and execution plan/contract (Luke 14:28-30). The
Parish Finance Council is to be included in project updates and expenditure reports on a
regular basis throughout the planning and execution – at least monthly is minimal.


ACTION STEP #8: Submit Building Program to the Diocesan Building Commission
for Formal Review

      Submit seven (7) complete copies of each section of the building program and
preliminary financial plan developed to the Diocesan Building Commission. Please
include your rationale for the decisions you have made. The Commission will review
your Program and Financial Plan making recommendations and suggestions. A
presentation team should accompany these documents to the Building Commission
meeting. The Pastor should share this with his volunteer leadership. Final approval of
your Program may take several exchanges between the Commission and your Building
Committee.




                                                                                         22
ACTION STEP #9: Finding a Design Professional and Construction Professional

Offer your program to several design professionals for their review and suggestions,
offering them the opportunity to formally interview and present their qualifications, and
experience, and present their vision for the project. Remember parish culture, philosophy
and style when interviewing. Contractual arrangements with all design professionals,
construction professionals, and general contractors are made in accordance with revised
AIA standard contracts held by the Chief Financial Officer (CFO) at the Secretariat for
Stewardship. The Bishop is the signatory on all major contracts (over $250,000),
Diocesan CFO may execute all other contracts, a Pastor may execute a contract for costs
less than or equal to $25,000, and all deeds (including easements) of real property. Please
coordinate with the CFO prior to any contractual negotiations or agreements. A
construction project may not be broken into small components to circumvent these limits.



SEE THE Diocesan Building Commission Manual
http://home.catholicweb.com/development/files/Building_Commission_Manual.pdf

SEE ALSO THE Diocesan Building Commission Flowchart
http://home.catholicweb.com/development/files/Diocesan_Building_Commission_Flowc
hart.pdf




                                                                                        23
APPENDIX I
 Liturgical Audit: Criteria Taken from “Built of Living Stones; Art, Architecture and
      Worship”, Guideline of the National Conference of Catholic Bishops, 2000


      This checklist is to be filled out by the liturgical consultant or the parish’s
representative primarily responsible for the design meeting the requirements of good
liturgy. In an existing building, this audit is to be done as part of the critique of the
existing space prior to design and again when the Parish of the final schematic design
completes the preliminary schematic designs, as a means of evaluating them for liturgical
appropriateness prior to approval.


      In the case of new construction, this audit would be made of the preliminary
schematic designs submitted by the design professional. It would allow the team to
critique these designs and so to work toward an acceptable final design. Appropriate
items in the audit should be applied to each piece of furniture and each artifact (vessels,
windows, chairs, hangings, etc.). The fact that a specific point is made — about the
baptistery, for example — does not mean that the general criteria should not also be
applied.


      This checklist is based on Built of Living Stones (National Conference of Catholic
Bishops, November 2000). It should be used with the full text of that document under the
guidance of competent professionals. Note that this full text is found in Section V,
Guidelines, in this manual. Also found there are the sections of other church documents
which apply to art and architecture. The audit does not use these as references because
their points are generally included in Environment and Art in Catholic Worship.
However, those involved should be familiar with these documents.


      Great care should be taken with the audit. A very short statement may take much
time to apply to different aspects of the architecture or to various artifacts within the
space. Clear, detailed notes should be made for the design professional or artist where
problems arise.


                                                                                              24
Date        Guiding Principal                  Specifics                          Remarks
Completed   The church building is designed    The church is a house of prayer
            in harmony with church laws        in which the Eucharist, the
            and serves the needs of liturgy,   center of the entire Christian
            CfBLS §28-30; General              life, is celebrated
            Instruction of the Roman Missal
            2000; Rite of Dedication of a
            Church and an Altar
                                               The church is a place where the
                                               Blessed Sacrament is reserved

                                               The church is a place where the
                                               faithful assemble

                                               The church is a setting where
                                               Christ is worshipped

                                               The church conveys the image
                                               of the gathered assembly,
                                               allowing all to take place
                                               appropriate to them and
                                               assisting them in carrying out
                                               their proper function
            The church building fosters        The building promotes the ―full,
            participation in the liturgy       conscious and active‖
            CfBLS §31                          participation of the faithful –
                                               both internal and external
            The design of the church           The Church is a holy people, a
            building reflects the various      chosen race, a royal priesthood,
            roles of the participants, CfBLS   whose members give thanks to
            §32-37                             God and offer the sacrifice of
                                               Christ
                                               Members of the church are
                                               gathered in an ―organic and
                                               hierarchical‖ way so that each
                                               fulfills his/her own role
                                               The Bishop oversees and
                                               promotes the liturgical life and
                                               has an irreplaceable role and
                                               final responsibility



                                                                                            25
                                 The Priest presides, prays in the
                                 name of the Church; is the
                                 leader and representative of the
                                 local parish

                                 The Church reflects the
                                 diversity and unity of
                                 ministries; Presider, Deacon,
                                 Readers, Altar Servers,
                                 extraordinary ministers of Holy
                                 Communion, cantors,
                                 musicians and sacristans
The Church building respects the The building seeks to engage
culture of every time and place, the genius of every time and
CfBLS §38-43                     place


                                 There is a rich dialogue
                                 between the Church’s liturgy
                                 and local culture, including the
                                 ancient and the modern
                                 The building reflects the
                                 Church’s mission to welcome
                                 the socially and economically
                                 marginalized, the elderly, the
                                 sick, those with disabilities, and
                                 those with special needs


                                 There is a pluralism of
                                 symbolic, artistic and
                                 architectural expressions that
                                 reflect the various ethnic
                                 backgrounds

The church building should be    The external and internal
beautiful, CfBLS §44-45,98-99    structure is expressive of the
                                 dignified beauty of God’s Holy
                                 People




                                                                      26
Liturgical art and architecture
reflects and announces the
presence of God rather than
draws attention to its own
shape, form texture or color
The treasury of art and
architecture transcends the
limitations of any one culture,
region or period of time
The religious art fosters the
life of prayer and expresses
sacred realities




                                  27
Date   Checklist                           Specifics                          Remarks

       THE CONGREGATION’S                   Kneelers or kneeling cushions
       AREA/NAVE (BLS §51-53, 85- provided; determine if there is
       87)                                  a need for any flexible seating
       Accommodates processions,
       singing, movement during             Avoid a theater or arena style
       baptismal rites, sprinkling with     arrangements; provide space
       holy water, wedding and funeral for wheelchairs or walkers
       liturgies, personal devotion;
       expresses the principle that
       community worships as a single
       body, not as individuals; reflects a
       unified whole; The priest ministers
       THE SANCTUARY AREA
       (BLS §54-55)
       Distinctive yet related organically
       to the nave, the space where the
       altar and ambo stand and the
       priest, deacon and other ministers
       exercise their offices: Spacious
       enough for the various rituals of
       word and Eucharist as well as
       other Sacraments; Principle
       furnishings; altar, ambo, chair of
       priest celebrant – constructed of
       substantial, dignified, stable
       materials the design of which
       shows that they are all related in
       one Eucharistic celebration
       THE ALTAR (BLS §56-60)
       The center of the sanctuary and of
       attention, reflecting nobility,
       strength, and simplicity (only one
       in new churches) Proportionate to
       the church while able to
       accommodate the ministries,
       Sacramentary and vessels;
       Freestanding and immovable with




                                                                                        28
its base fixed to the floor; made of
worthy, solid, property constructed
material, including natural stone,
the pedestal or support is made of
material that is becoming and
solid; accessible by minister who
need wheelchairs or have other
disabilities; relics are placed
beneath the altar, not on or placed
into the mensa in an altar stone

THE AMBO (BLS §61-62)
In a prominent place with a noble
and dignified design that is
harmonious to the altar; accessible
to everyone including those with
disabilities; may be constructed so
as to display the open Book of
Gospels
THE BAPTISTRY (BLS §66-69)
Requires a prominent place,
integral in relationship to the altar;
located in a special area within the
main body or in a separate
baptistery; visible and accessible
to all who enter the church
building, proportioned to the
building itself and the needs of the
local community; accommodates
the baptism of both infants and
adults; provides for immersion or
for infusion (pouring); location
allows for the participation of the
entire assembly; location visually
symbolizes the relationship of
Baptism to the other sacraments;
also provide private space for
newly baptized to go immediately
after Baptism to be clothed in
white garment
RESERVATION OF THE
EUCHARIST (BLS §70-80)
In a space that is distinguished,

                                         29
Conspicuous, beautifully
decorated and suitable for prayer;
only one tabernacle in the church,
worthy of the Blessed Sacrament –
beautifully designed and in
harmony with the rest of the
church. Solid, immovable, opaque
and locked; on a fixed pillar or
stand, or attached or imbedded in a
wall; special oil lamp or lamp with
wax candle burns near the
tabernacle; tabernacle is not to be
on the altar on which Mass is
celebrated; allow access by those
in wheelchairs or with other
disabilities; if in sanctuary, must
not draw attention away from the
Eucharistic celebration, yet must
allow for focus of quiet prayer
outside of the liturgy; tabernacle is
separate from the altar either in
distance, lighting or architecture
devise of separation; may be in a
separate chapel from nave and
sanctuary but must be integrally
connected with the church and
conspicuous to the faithful;
perpetual adoration must take
place in separate chapel that is
distinct from the body of the
church so as not to interfere with
normal activities and liturgical
celebrations

THE NARTHEX/GATHERING                   Doors to church remind
SPACE (§95-97)                          people of Christ’s presence as
Place of welcome; consider needs        the Way that leads to the
of the RCIA process and funerals        Father; secure and solid




                                                                         30
CONSIDERATIONS FOR
HOLY WEEK AND TRIDUUM
(§81-84)
Arrangement for altar of
reposition, veneration cross, and
location of fire at Vigil Service so
as to highlight the significance of
this time of the liturgical year

PLACE FOR THE                          Should express inclusion in
MUSICIANS (§88-90)                     assembly of worshippers;
                                       visibility to congregation as
                                       well as eye contact with
                                       music director; stand for
                                       cantor is separate from ambo

RITUAL FURNISHINGS
(§92-93)
Candlesticks: allow for
processional candles; at least 2
candles are placed near the altar or
on the altar (if lack of space) not
impeding sight or movement at
altar




                                                                       31
APPENDIX II
                     Liturgical Audit: Part II Liturgical Event Checklist
                                          — Thomas G. Simons


Other Sacramental Celebrations


     INFANT BAPTISM
       Meeting and naming
       Anointing, profession of faith
       At the font
       Garment, candle


     CONFIRMATION (children/youth)


     FIRST COMMUNION SUNDAYS


     RECONCILIATION
       Communal
       Private

Liturgy of the Hours
       Seasonal evening prayer
       Daily or Sunday morning/evening prayer
       Individual
Stations of the Cross
Benediction and Exposition
        MARRIAGE
Weddings
       Within Mass
Funerals
       Outside Mass
       Anniversaries


     ANOINTING                                                              32
Other Ritual Actions
      Commissioning of ministers
      Installation of pastor
      Blessings (Easter foods, advent wreath,
       flowers, throats)
      Forty hours
      Processions (Corpus Christi, other)
      Marian devotions, rosary
      Novenas and other prayers, stations
      Others (describe)



APPENDIX III
                       Square Footage Checklist — Bill Brown, AIA

         This checklist is to be filled out by the parish while working on the building Program
prior to schematic design. Several blank copies of this checklist will be needed. Photocopies
will work well. One copy should be filled out for each possible scheme worth investigating
(e.g., two Masses with 300 seats, modest quality; Masses with 200 seats, medium quality;
etc.), then the bottom line data from each investigated scheme should be transferred to the
Construction Cost Estimates sheet. (The unit square footage figures shown are preliminary
and could vary up to 20% as actual designs are evolved. All construction will be compliant
with applicable code and ADA standards.

           Item            Modest sq. Medium sq. Better sq. Total no. Sq. ft./ Remarks
                           ft./ person ft./ person ft./ person People area*

Parking                         100         135          200
Outdoor gathering space         6.0         10.0         16.0

Indoor gathering space           4.0         6.0          8.0
(foyer)
Baptistery                     7.0          8.5         12.0
Sacristy                     120/rm       320/rm       600/rm
Reconciliation room(s)          32/rm      70/rm       100/rm

Eucharistic reservation          10          13           16
chapel




                                                                                            33
Daily liturgy chapel          15          21           27
assembly
Main worship: assembly        8.5        10.0         12.0
seating area
Choir area                    8.5        10.0         12.0
Main worship: altar area      2.5         3.0          4.8
Men's and women's             .8          1.0         1.2
restrooms
Mechanical equipment          .08         1.0         1.2
space
Parlor:e.g.bereved            4.0         6.0         8.0
family, bridal wedding
Storage (general)             .8          1.0         1.2
Storage (overflow             .5           .7         1.0
seating)
Other
Subtotal Net
Circulation, wall          Add 15%     Add 20%     Add 30%
thickness, etc.
Total (indoor only)


Appendix IV –
                         Glossary of Architectural Deliverables


Schematic Design Phase Deliverables

       The Design Professional/Construction Professional will furnish to the Parish, and
       others as determined by the Project Manager a submittal package that includes the
       following in bound form:

       The Program – design narrative is a written description of the project design. The
       narrative shall contain a summary of the project including the history of the
       project design, programming information, codes, parish’s project requirements,
       conferences and pertinent research. The justification for each major design
       decision and product /material selections shall be clearly stated. Narrative
       descriptions of design solutions are to also be included. Written material may be
       supplemented by diagrams, sketches, models, etc. to convey design concepts. The
       narrative shall include identification and verification of the availability and /or
       adequacy of all utilities/infrastructure required for the operation of the proposed
       facility. The design narrative shall be in 8.5x11 bound form.




                                                                                       34
Schematic Design Documents

      Schematic design drawings shall be 8.5x11 or 11x17 bound form. Schematic
      drawings showing the basic features, concepts and design intent of the project
      shall include. A list of minimum requirements for drawings is listed:

      Site Plan Schematic
      Site Utility Schematic
      Architectural Floor Plans
      Architectural Elevations
      Structural Schematics
      Sketch Perspective of major structure or project features.
      Project Rendering

      Other required submittals include:
      Outline Specifications in 8-1/2 x 11 bound format.
      Project Schedule.
      Cost Estimate on Form Provided
      Identify and list all regulatory review and permitting requirements.

Design Development Phase Deliverables

      The Design Professional will furnish the Parish, and others as determined by the
      Project Manager a submittal package that includes the following in bound form:

      Design Development Drawings: Shall be in 24‖ x 36‖ or 30‖ x 42‖ bound format
      showing the final scope, relationships, forms, size and appearance of the project.
      Include the following at a minimum:

      Site plan shall be developed sufficiently to establish grades, cuts, fills, and major
      walkways, drives, structures, etc. This work prepared in duplicates of the original,
      certified surveyor’s topographical site survey.

      Site Utility Plan shall include all utility sources, capacities, and routing.

      Building Plans shall be developed at working drawing scales showing all
      partitions, utility spaces, mechanical areas, service areas and assigned functional
      areas as programmed. All spaces shall be identified. Walls shall be properly
      indicated as to width and type. All plans and spaces shall be correctly
      dimensioned. North arrows shall be shown on all plans.

        Elevations of building(s) with heights established, materials defined and finish
      grades indicated with ground elevations established.




                                                                                         35
Sections, including structural and mechanical systems related to the architectural
spaces, ceiling and wall types.

  Typical construction details defining construction requirements for major
project elements or features.

  Structural plans showing foundation, building framing systems including floor
and roof framing, and typical structural details.

  Mechanical, Electrical, Plumbing drawings and other requirements as follows:
Utility Coordination Plan
Fire Suppression Entry Schematic
Routing of Distribution Mains Plan
Locate Major Equipment in Mech. Rooms

Fire Suppression
Plan and Flow Calculations

Plumbing
Utility Coordination
Domestic Water Systems Schematic
Piping Plans
Operating & Peak Flow Calculations

HVAC
Life Cycle Evaluations
Utility Coordination
Single Line Air Distribution Layout
Single Line Main Piping Layout
Equipment List
Controls Sequence of Operation
Smoke Control and Life Safety Coordination Summary

Integrated Automation
Fire Alarm Zone
Smoke Zones
Security Zones
Device & Outlet Locations
Preliminary Systems Riser Diagrams
Cable Tray / Conduit Routing Plan
Equipment List & Cut Sheets
Controls Sequence of Operation
Smoke Control and HVAC Coordination Summary




                                                                                 36
      Electrical
      Utility Coordination
      Lighting Level Requirements
      Preliminary Light Fixture / Switching Layout
      Preliminary Power Receptacle Layout
      Panel Locations
      Electrical Power Riser Diagram
      Electrical Load Estimate
      Lighting Controls Sequence of Operation
      Smoke Control and Life Safety Coordination Summary

      Communications
      Preliminary System Architecture Riser Diagram
      Cable Tray / Conduit Routing Plan
      Voice / Data Outlet Locations
      Equipment List & Cut Sheets
      Schematics & Details Index

      Electronic Safety & Security
      Fire Alarm Zones
      Smoke Zones
      Security Zones
      Device Locations
      Preliminary Systems Riser Diagram
      Schematics & Details Index
      Smoke Control and Electrical Coordination Summary

Outline Specifications, Materials/Equipment Data Sheets, and Other Design
Development Phase Technical Deliverables

      Outline specifications shall be updated from the schematic phase submittal and
      shall be descriptive of design intent in a brief and concise CSI Division format.
      Materials/Equipment data or ―cut‖ sheets shall be submitted showing selections
      that establish requirements for all major equipment, fixtures and building systems
      as outlined in the design.
      Other studies, calculations, evaluations shall be submitted as determined by the
      Project Manager. Including but not limited life cycle cost analysis for mechanical
      systems.

Project Schedule

      Significant project design milestones such as review submittals for each design
      phase
      Include review periods for each design phase for the Parish
      Anticipated construction start and completion dates or times



                                                                                        37
Design Development Cost Estimate

      This cost estimate shall be prepared on the cost estimate form provided by the
      Parish. The estimate is to verify and further develop the schematic estimate and
      shall consider the economics that will affect the construction cost of the project.
      The estimate must be researched for cost trends, escalation and industry factors to
      ensure its sufficiency through the design phases, the bidding process, and
      construction. The Design Professional shall not include any contingency as part of
      the estimate. Contingency factors are included in separate allotment by the Parish.

Final Design Phase Deliverables

      The Design Professional will furnish to the Parish and others as determined by the
      Project Manager a submittal package. Generally a minimum of six (6) sets of
      submittals will be required for the Final Design Phase review, but the Project
      Manager will determine the exact number needed for any given project.

The Final Design Phase Submittal Shall include the following:

      Complete construction documents, including drawings and specifications, for the
      purpose of final review and comments. All documents shall include the title block
      and date. Submittal drawings shall be full size, 24" x 36‖ or 30‖ x 42‖ black line
      prints.
      Drawing sets shall include a cover sheet, original site survey (if provided),
      original geo-technical survey (if provided) and all necessary civil, landscape,
      structural, architectural, mechanical, plumbing, fire protection, electrical,
      communications and other drawings as necessary to completely describe the
      project.
      Submittal drawings shall be bound and may be submitted as half-size 11‖ x 17‖
      prints upon approval of the Project Manager.
      Submittal specifications shall be submitted on bound 8-1/2‖ x 11‖ double-sided
      hardcopy.

Ready-to-Advertise Submittal (follows Final Design Phase submittal)

      The Ready-to-Advertise submittal represents corrected construction documents,
      including, drawings and specifications incorporating comments from the Final
      Design review. The Ready to-Advertise documents shall be submitted ready for
      reproduction.
      The Ready-to-Advertise drawings shall be submitted unbound on 24‖ x 36‖ or 30‖
      x 42‖ paper or vellum sheets. Ready-to-Advertise specification master shall be
      submitted on 8-1/2‖ x 11‖ one-sided (not bound) paper. The cover sheet shall be
      omitted. The Parish will produce the cover sheet for the Ready-to-Advertise
      specifications.



                                                                                      38
Bid Specifications

       Specification Front End
       The Parish in conjunction with the Design Professional will prepare the non-
       technical ―front-end‖ portion of the specifications.
       Front-end documents will include:




Aids to Advertising

       In addition to the drawings and specifications, the Design Professional is required
       to furnish certain "Aids to Advertising". All aids required with the Ready-to-
       Advertise submittal must be furnished in both hard copy and electronic media
       (Microsoft Word file format).

       Aids to Advertising shall include, but may not be limited to, the following:

       Specifications Table of Contents: The Design Professional shall prepare a
       "Table of Contents". The Table of Contents for Division 15 and 16 specifications
       sections are to be included in the main table and not provided as a supplement
       table at the beginning of those sections.

       Description of Work: The Design Professional shall furnish a "Description of
       Work" statement. This will be a brief written description of the work involved and
       will include a summary of project requirements, principal materials and trades,
       restraints and abnormal site conditions. The project title and location, including
       the City and County will be furnished. This description shall be suitable for
       insertion into the Advertisement for Bids without modification or editing.

       List of Potential Bidders: Upon request from the Project Manager, the Design
       Professional shall furnish a list of potential bidders. This list is to include
       Contractors that the Design Professional believes may be interested in the project.
       This list shall include the name of the contracting company, mailing address,
       telephone number, facsimile number, and contact person. The Parish will use this
       list to generate interest in bidding of the project.

       List of Drawings: The list of drawings consists of drawing sheet numbers, titles
       and date(s). Titles on the List of Drawings shall match the titles on the individual
       drawings and the drawing index on the cover sheet of the drawing set.



                                                                                         39
       List of Altarnates: Provide a list of bid altarnates identified by priority order.
       Include a brief description of each altarnate.

       List of Unit Prices: Include a brief description of unit price items and the units of
       measure for which prices are to be provided. Limit the number of unit prices listed
       and include only those unit prices that are important to the project, i.e. where there
       will be a likely need to modify the contract.

       List of Proposed Subcontractors: The List of Proposed Subcontractors should
       include only major/important trades to the project. Include a brief identification of
       each trade and a line for the insertion of the proposed subcontractor’s name.

       List of Proposed Materials and Equipment: The List of Proposed Materials and
       Equipment should include only those suppliers/manufacturers that are important
       to the project. Include a brief description of each product and a line for the
       insertion of the proposed supplier/manufacturer.

       List of Owner-Furnished Equipment: Include equipment descriptions, sizes and
       quantities. Any questions concerning the above-listed Aids-to-Advertising
       submittals should be directed to the Project Manager resolution prior to
       submission of the Ready-to-Advertise documents.



Special Conditions
The Design Professional shall prepare the Special Conditions for the project. The Special
Conditions shall not duplicate any provisions of the General Conditions, nor modify any
provision without concurrence from the Project Manager.
The Special Conditions shall include project-specific special provisions that address
unusual situations and are not otherwise addressed in the technical specifications. The
following categories are typical (but are not to be considered an exhaustive list):

              Times for Completion (establish times both Substantial and Final)
              Liquidated damages (establish amount)
              Electrical Inspections and Fees
              Testing and Fees
              Identification of work to be performed ―by others‖
              Site Office
              Site Communications (contractor phone, fax, etc)
              Resident Observer
              Employee Conduct
              Temporary Utilities
              Site Access
              Security/Safety Requirements



                                                                                            40
               Material Storage
               Contractor Staging
               Construction Sequences/Phasing
               Building Occupation during construction
               Interface Issues
               Utility Outages
               Commissioning
               Builder’s Risk Insurable Value

Temporary Utility Services (Power, Lights, Temporary Heat and Water): Typically,
The General Contractor shall be responsible for providing and paying for temporary
electrical service, temporary heat and water. The Project Manager may direct otherwise
for certain projects.

Builder’s Risk Insurable Value: Normally, the insurable value for builders risk purpose
is the construction contract amount. Deviations may be made from the ―construction
contract amount‖ when a building project involves a large amount of site excavation, etc.
However, the main point of emphasis is that ―insurable value‖ always be defined. In
general, the special conditions shall read, ―The insurable value is the contract amount‖ or
―The insurable value is the contract amount less the value of certain designated phases of
work.‖ The Project Manager shall coordinate this determination with the Parish.

Pre-Qualifications: Specifications requiring pre-qualification of subcontractors,
suppliers, and manufacturers are not allowed unless specifically authorized by the Project
Manager.

Geo-technical Exploration Report (if necessary): The geo-technical exploration report
shall be included in the Project Manual. Drawings indicating boring locations and/or logs
of borings may be included in the Project Manual or in the drawing set.

Earth and Rock Excavation: Earth and rock excavation shall be UNCLASSIFIED
unless specifically requested otherwise. Available geo-technical information shall be
included in the bid documents. Coordination is expected in regard to this matter among
the Design Professional and all Sub-Consultants.

Inspection and Testing of Materials:
All inspection and testing costs, including but not limited to compaction and concrete
tests, required by the contract documents shall be paid for by the contractor, except
electrical inspections. Testing reports shall be transmitted directly to the Design
Professional and the Project Manager by the testing agency. Reports shall also be
transmitted to the Contractor and/or appropriate Subcontractors. The Project Manager
shall approve all proposed testing agencies prior to the work being performed.




                                                                                         41
Electrical Inspections: The contractor shall not use private inspectors. Inspectors as
required by local and state codes will perform all electrical inspections. The contractor
shall be responsible for requesting, scheduling and coordinating all electrical inspections.
The Project Manager will arrange to pay the associated inspection fees directly to the
Office of Electrical Inspections.

Special Inspections: The Contractor shall provide any special inspections required by the
applicable building codes.

Renderings and Models
The Design Professional shall submit the rendering, negatives and photographs in
accordance with the Design Professional’s Agreement, on or before the date of the final
review.

Renderings: When required by the Design Professional Agreement, the Design
Professional shall prepare a colored perspective rendering of the principal element of the
project (i.e.: building exterior, site layout, etc.). The Design Professional shall submit a
sample or a copy of a previous colored rendering, indicating the proposed artistic style.
The proposed view of the project rendering shall also be submitted. The actual rendering
shall not to be executed until the Project Manager approves the artistic style and selected
view. The overall size of the rendering shall be 24 inches wide by 14 inches high, or as
appropriate for the building scale. The rendering shall be matted with a 3-inch wide single
mat board, and professionally framed with non-glare glazing. Include the (1) Project
Name, (2) Project Location, (3) Design Professional firm’s name. The
Design Professional shall provide two (2) framed renderings (original plus one
reproduction) and two (2) unframed 8-inch by 10-inch reproductions of the rendering.
Provide a high-resolution digital file for the rendering.

Models: When required by the Design Professional Agreement, the Design Professionals
shall prepare a working model constructed of crescent board, styrene board or other
appropriate modeling materials. Specific modeling techniques and level of detail shall be
appropriate for the project and as agreed upon with the Project Manager.

Computer Animations: When required by the Design Professional Agreement, the
Design Professionals shall prepare computerized ―fly-throughs‖ or other visualizations.
Specific techniques and level of detail shall be appropriate for the project and as agreed
upon with the Project Manager.

Project Signage
A project sign is to be specified only when authorized by the Project Manager. When
authorized, a detailed drawing of the project sign is to be included in the bid documents.
Provide a reproduction-ready digital signage graphics file. The Project Manager must
approve the sign format and graphics.




                                                                                             42
Final Design Cost Estimate
The Cost Estimate shall be prepared on the Cost Estimate Form provided by the Parish.
Additional sheets with detailed breakout cost information shall be provided as
appropriate. The estimate is to verify and further develop the Design Development Phase
estimate and shall consider the economics that will affect the construction cost of the
project. The estimate must be researched for cost trends, escalation and industry factors to
ensure its sufficiency through the design phases, the bidding process and construction.
The Design Professional shall not include any contingency as part of the estimate.
Contingency factors are included in separate allotment by the Parish.

If the final estimate exceeds the last approved estimate, the Parish’s Project Manager
shall be notified at once, with full explanation of reasons for the increase. This must be
done a minimum of two (2) weeks before any review of final plans can be considered.
Failure to obtain approval will result in delay and a possible directive to redesign.




                                                                                             43
APPENDIX V -- PARISH FINANCIAL PROJECTIONS == SAMPLE LARGE PROJECT Proforma
PARISH CHURCH, TOWN/COUNTY, KENTUCKY

                                   Actual          Actual         Partial Year-    Projected      Projected from
                                                                  Actual July 1    Figures          Proposed
                                                                 2005 thru Jan.                      Budget
                                                                   31, 2006


                                  FY 03/04        FY 04/05                         FY 05/06         FY 06/07        FY 07/08        FY 08/09        FY 09/10        Fy 10/11
                  RECEIPTS

CASH BALANCES AT BEGINNING OF PERIOD
    Brought Forward (Church    $11,873.96          $63,033.16        $26,961.09     $26,961.09
        Checking Acct.-Other)
     Brought Forward (Saving  $252,633.35         $276,524.59       $283,580.36    $283,580.36      $236,312.35     $236,312.35     $236,312.35     $236,312.35     $236,312.35
  Accts at Diocese-Other than
            Capital Campaign)
     Cash-Building Fund New    $22,042.46          $12,927.97         $4,007.54      $4,007.54
                      Church
     Cash-Building Fund New            $-           $5,058.01       $266,516.28    $266,516.28
                Parish Center
    CASH BALANCE AT           $286,549.77         $357,543.73       $581,065.27    $581,065.27      $236,312.35     $236,312.35     $236,312.35     $236,312.35     $236,312.35
  BEGINNING OF PERIOD

NORMAL INCOME CHURCH RECEIPTS

         Offertory Collections    $775,140.78     $781,155.92       $514,382.76    $859,249.65      $906,508.38     $951,833.80     $999,425.49    $1,049,396.76   $1,101,866.60
  Interest-(Other than Capital      $9,368.54       $7,772.93         $3,985.20      $8,500.00         $7,300.00      $7,300.00       $7,300.00       $7,300.00       $7,300.00
Campaign) on Church Bank &
             Diocese Savings
Other Church Receipts (Other       $21,563.75      $20,974.21        $16,238.22      $8,535.00        $28,975.00     $29,844.25      $30,739.58      $31,661.76      $32,611.62
      than Capital Campaign)

TOTAL CHURCH RECEIPTS             $806,073.07     $809,903.06       $534,606.18    $876,284.65      $942,783.38     $988,978.05    $1,037,465.07   $1,088,358.53   $1,141,778.22

SCHOOL RECEIPTS
          School Receipts        $1,244,380.84   $1,285,856.59      $810,437.88   $1,144,179.12    $1,562,256.80   $1,640,369.64   $1,722,388.12   $1,808,507.53   $1,898,932.90
           Interest-School            $153.31           $35.96         $120.17                                $-
 TOTAL SCHOOL RECEIPTS           $1,244,534.15   $1,285,892.55      $810,558.05   $1,144,179.12    $1,562,256.80   $1,640,369.64   $1,722,388.12   $1,808,507.53   $1,898,932.90




                                                                                                                                                                    44
 TOTAL NORMAL INCOME            $2,050,607.22   $2,095,795.61   $1,345,164.23   $2,020,463.77   $2,505,040.18   $2,629,347.69   $2,759,853.19   $2,896,866.06   $3,040,711.12

BUILDING FUND INCOME
              Pledge Receipts    $132,811.00     $390,670.45     $196,944.52     $290,418.61     $359,032.36     $187,043.02     $138,456.00     $138,456.00     $138,456.00
Interest Income-Building Fund         $58.01       $3,509.00       $4,530.22       $7,790.83              $-              $-              $-              $-              $-


Loan Received- Parish Center                                                     $130,819.52    $1,335,927.30
  TOTAL BUILDING FUND            $132,869.01     $394,179.45     $201,474.74     $429,028.96    $1,694,959.66    $187,043.02     $138,456.00     $138,456.00     $138,456.00
         INCOME

          TOTAL RECEIPTS        $2,470,026.00   $2,847,518.79   $2,127,704.24   $3,030,558.00   $4,436,312.19   $3,052,703.06   $3,134,621.54   $3,271,634.41   $3,415,479.47


NORMAL EXPENSES

CHURCH EXPENSES
 Church Expenses (Excluding      $230,398.47     $207,018.68     $116,397.37     $195,007.88     $227,498.67     $234,323.63     $241,353.34     $248,593.94     $256,051.76
      Plant & Maintenance &
         Salaries & Benefits)
  Church Salaries & Benefits     $159,229.17     $186,717.22     $115,050.30     $199,812.99     $244,131.53     $258,779.42     $274,306.19     $290,764.56     $308,210.43
      (Other than for Plant &
               Maintenance)



  Church Plant Opns & Maint      $105,665.15      $71,709.94      $48,217.09      $76,175.00     $102,406.00     $105,478.18     $108,642.53     $111,901.80     $115,258.86
       (Other than Salaries &
                    Benefits)
 Church Plant & Maintenance-      $16,643.58       $7,151.11       $4,174.42       $7,394.50       $7,687.95       $8,149.23       $8,638.18       $9,156.47       $9,705.86
          Salaries & Benefits




       Capitalized Expenses        $2,550.54       $6,422.90       $2,736.00
    Recorded as Fixed Assets
     TOTAL CHURCH                $514,486.91     $479,019.85     $286,575.18     $478,390.37     $581,724.15     $606,730.46     $632,940.23     $660,416.77     $689,226.90
        EXPENSES

SCHOOL EXPENSES
 School Expenses (Excluding      $470,698.64     $455,496.80     $270,974.53     $264,844.23     $671,784.13     $691,937.65     $712,695.78     $734,076.66     $756,098.96
     Plant & Maintenance &
         Salaries & Benefits)




                                                                                                                                                                 45
    School Salaries & Benefits      $1,080,764.61      $1,127,212.69       $631,749.36    $1,093,204.68   $1,209,939.07   $1,282,535.41   $1,359,487.54   $1,441,056.79   $1,527,520.20
       (Other than for Plant &
                Maintenance)



   School Plant Opns & Maint           $78,895.96            $92,225.47     $61,094.31     $118,850.15     $133,299.80     $137,298.79     $141,417.76     $145,660.29     $150,030.10
       (Other than Salaries &
                    Benefits)
 School Plant & Maintenance-           $40,939.25            $61,031.08     $32,702.02      $61,215.22      $59,022.93      $62,564.31      $66,318.16      $70,297.25      $74,515.09
          Salaries & Benefits




       Capitalized Expenses            $21,708.00            $41,752.37      $5,314.47
    Recorded as Fixed Assets

      TOTAL SCHOOL                  $1,693,006.46      $1,777,718.41      $1,001,834.69   $1,538,114.28   $2,074,045.93   $2,174,336.17   $2,279,919.24   $2,391,090.99   $2,508,164.34
        EXPENSES

BUILDING FUND EXPENSES
Repayment of Loan on New             $129,324.20             $63,289.93              $-                              $-              $-              $-              $-
Church
   Debt Repayment on Parish                                                                                $102,263.79     $102,558.73      $58,142.81      $62,036.74      $66,191.46
                        Center
  Capital Campaign Expense-                                  $43,561.76         $73.83
                     Mailings,
CONSULTANT,Reception,Etc.
      Payments to Contractor                                                               $672,289.56    $1,496,386.50
 Building Expenses-Architect,                                $28,843.17     $50,620.88      $26,260.84       $23,525.96
               Copies, Permits
    Interest Expense-Building           $8,275.80             $1,229.89              $-                     $46,309.46      $84,484.29      $80,313.19      $76,419.26      $72,264.54
                         Loan
         Add'l Opns & Maint &                                                                               $62,000.00      $24,000.00      $24,720.00      $25,461.60      $26,225.45
                   Equipment
     TOTAL BUILDING                  $137,600.00         $136,924.75        $50,694.71     $698,550.40    $1,730,485.71    $211,043.02     $163,176.00     $163,917.60     $164,681.45
  CAMPAIGN EXPENSES

           TOTAL EXPENSES           $2,345,093.37      $2,393,663.01      $1,339,104.58   $2,715,055.05   $4,386,255.79   $2,992,109.65   $3,076,035.48   $3,215,425.36   $3,362,072.70

                DIFFERENCE           $124,932.63         $453,855.78       $788,599.66     $315,502.95      $50,056.40      $60,593.41      $58,586.06      $56,209.04      $53,406.78

* Parish Center Expenses
** Carry forward reflects only operating funds after 06-07




                                                                                                                                                                           46
Appendix VI


                                   PROJECT CHECKLIST

____1.        Discernment of Need and Understanding Potential

____2.        Seek Permission for a Feasibility Study
              ___Copy of authorization letter from Bishop

____3.        Leadership Identification
              ___Executive officers of your Parish Pastoral Council
              ___Executive officers of your Parish Finance Council
              ___Executive officers of your Parish School

____4.        Consult with Parish Pastoral Council and Finance Council regarding
              Candidates for Building Committee
              ___Pastor
              ___Chairperson
              ___Co-chairperson
              ___Secretary
              ___Prayer Committee chair
              ___Communication Committee Chair
              ___Liturgical Needs Committee Chair
              ___Formation Needs Chair
              ___Site Plan Development committee
              ___Design Committee
              ___Special Needs Committee Chair
              ___Project Manager
              ___Fund Raising Committee Chair
              ___Building committee Liaison to the Finance Council
              ___Liaison to Parish Pastoral Council
              ___Principal of Parish School
              ___School Board Chair

____5.        Building Committee Formation

____6.        Program Development
              ___Parish Philosophy
              ___Parish Goals for Project
              ___Parish Functional Requirements
              ___Parish Space and Usage Requirements
              ___Parish Liturgical Requirements
              ___Parish Dollar Budget for Project
              ___Parish Schedule for Project
              ___Certified Site Survey
              ___Soil Report
              ___Parish Insurance Requirements for Project and Team
              ___Describe Accessibility Standards and Considerations Employed in the

                                                                                       47
             Project
____7.    Specific Personnel to Direct the Project
          ___Name, Address and Phone Number of persons who are to work on the
             Project Team
                  ___With the Design Professionals, Other Agents, and Vendors
                  ___As Team Representatives of the Parish
          ___Address and Location of the Site
          ___Provide Information about the Site
                  ___Area Map Showing Site Location and Property Access Points
                  ___Property Size with Roads and Drives
                  ___Complete Certified Topographic Survey and Boundary Survey
                     Including Federal Flood Plain Information
                  ___Is Property Zoned Properly for Intended Use?
          ___Infrastructure: List Utilities as Available or Need to Develop
                  ___Type and Location of Electric Service
                  ___Gas Service
                  ___Fresh Water Supply and Capacity
                  ___Telephone Service and Location
                  ___Storm Water Drainage System
                  ___Geo-thermal Potential
                  ___Other Considerations (e.g. lightening protection, outdoor
                     lighting, future insurance considerations)

____8.    ___ Program Projection of Space and Use Requirements (see manual
             checklists)
                 ___Worship Space
                 ___Administrative Offices and Professional Staff
                 ___Parish Hall Requirements
                 ___Kitchen Requirements for Main Functions
                 ___Educational Space for Non-School Programs
                 ___Options for Multiple Uses
                 ___Library Requirements
                 ___Furniture Requirements
                 ___Other Special considerations

____9.    ___Financial Plan Development

____10.   ___Submit Building Program to the Diocesan Building Commission for
             Final Review

____11.   ___Finding a Design Professional and Construction Professional




                                                                                 48
Appendix VII

PROJECT EVALUATION FORM                          EVALUATOR

Grading Criteria: 1 = Lowest to 5 = Highest



1. Firm Experience                                                         Grade            Total Points

        A. Experience Related to Compliance                                        x 15 =

        B. Design Engineering Capabilities                                         x5=

        C. Construction Supervision Capabilities                                   x5=

        D. Environmental Management Systems Development                            x 10 =

        E. Experience Working with Church Entities                                 x5=

        F. Experience with Similar Projects                                        x5=

2. Qualifications and Experience

        A. Project Manager                                                         x 10 =

        B. Project Team                                                            x5=

3. Ability to Complete Projects within Guidelines (financial & time)               x 10 =

4. Existing Work Load vs. Capacity                                                 x5=

5. Past Performance Scheduling, Estimating, Communications                         x5=
   (references)


Total Possible Best Score = 400                                  Total Score



Final grade will include your evaluation of the written proposals and the interviews. Assign one grade per
category, calculate the points for each category, and add the scores from each category to determine the
total score. The final ranking will be based on the average total score of each evaluator in each category
for each firm.




                                                                                                           49
EVALUATION SUMMARY FORM

Firm                           Date

Category   Interviewer    Interviewer       Interviewer   Interviewer   Interviewer       Interviewer   Interviewer   Average

               1                2                    3        4             5                 6             7

   1A
   1B
   1C
   1D
   1E
   1F
   2A
   2B
       3
       4
       5




                   Total Possible Best Score = 400                          Total Score


                                                                                                                            51
                                 SUMMARY RANKING SHEET



                                               Score                 Rank


       Firm 1
       Firm 2
       Firm 3


       Firm Rank No. 1
       Firm Rank No. 2
       Firm Rank No. 3



                                                             Date
Interviewer 1

                                                             Date
Interviewer 2

                                                             Date
Interviewer 3

                                                             Date
Interviewer 4

                                                             Date
Interviewer 5

                                                             Date
Interviewer 6

                                                             Date

Contract negotiations will begin with Firm Rank No. 1 per procedure outlined in request for
qualifications.




                                                                                              52
Appendix VIII
                               CATHOLIC MUTUAL’S
                Pre-planning Issues Regarding Environmental Concerns:
                                           (√ - when assigned.)
 Who will conduct the historical review (to determine the possible presence of hazardous
substances) of the construction site?
 If this is a Superfund or Brownfield property, who will identify and analyze if there are
specific issues associated with the site (e.g., are there ongoing or remaining cleanup or long-term
maintenance obligations associated with the site)? Checklist for Superfund Requirements for
construction activities located in Appendix A.
Who will ensure that soil, air and water samples are collected and analyzed, if necessary?
 If hazardous substance if found, who will contact the National Response Center?
 Who will coordinate with EPA regarding any necessary site cleanup activities?
 Who will follow the steps of the Brownfield’s Program if the construction site is a Brownfield
site?
 Who will maintain documents/records containing hazardous substance information?
 Who will determine the presence of and disposal of Polychlorinated Biphenyl (PCB).
Checklist for PCB self-audit checklist is located in Appendix B.
         Note: Many of the environmental regulations do not specifically define the responsible
         party (e.g. owner, developer, and contractor). Therefore, it is possible that all involved
         parties may be liable (i.e., be subject to penalties) if requirements are not met.
 Before new construction, contact US Fish and Wildlife Service Endangered Species Program
website. This website is http://endangered.fws.gov/. If listed threatened or endangered species or
critical habitat for listed species is found in your construction area, take appropriate steps through
the US Fish and Wildlife Service.
         .noitaloiv rep yad rep 005,72$ hcaer nac noitaloiv rof seitlaneP ‫־‬
          ,yad rep 000,05$ hcaer nac seitlanep ,snoitaloiv gniwonk ro ecnegilgen roF ‫־‬
         imprisonment or both.
 Determine presence of hazardous materials and comply with all local, state and federal
regulations regarding the removal/remediation of any identified hazardous materials. If hazardous
waste is discovered, take appropriate steps to remove/remediate the area. Secure the area so no
one can enter area until it is safe. Some examples of hazard waste include:
         ‫ ־‬Used oil, hydraulic fluid, diesel fuel, or jet fuel;
          desu htiw detanimatnoc lios ,.g.e) stnatullop suodrazah ro cixot htiw detanimatnoc lioS ‫־‬
         oil, hydraulic fluid, diesel fuel, or jet fuel);
         r ,sniser ,srenniht ,relaes ,stnevlos ,hsinrav ,stniap etsaW ‫־‬oofing cement, adhesives,
         machinery lubricants, and caulk;
         ;evoba detsil smeti eht htiw detanimatnoc (sgar sa hcus) slairetam punaelC ‫־‬
         ;evoba detsil smeti eht deniatnoc ecno taht sreniatnoc dna smurD ‫־‬
         ;(stnetnoc edyhedlamrof ot eud) gniteprac etsaW ‫־‬
         L ‫־‬ead-based paint, lead flashing, or lead solder;
         ;sebut yar edohtac htiw snoisivelet dna srotinom retupmoC ‫־‬



                                                                                                   53
       ;(etaflus ot eud) llawyrd muspyG ‫־‬
       yrucreM ‫-־‬containing demolition wastes (e.g., fluorescent bulbs, broken mercury
       switches, batteries, or thermostats); and
       .stneutitsnoc suodrazah elbarapesni evah yam taht smeti rehtO ‫־‬
 Determine if site for construction, remodel or demolition has Asbestos-Containing Materials
(ACM) or Regulated Asbestos-Containing Materials (RACM). Asbestos self-audit checklist is
located in Appendix C.
       Since asbestos is strong yet flexible, does not burn, and insulates effectively, asbestos-
       containing materials (ACM) have been used broadly since post-World War II in building
       construction. ACM were used primarily in insulation, fireproofing, soundproofing and
       decorative products.
       Most people think that asbestos is banned in the United States; however, asbestos is still
       intentionally added to many building materials and occurs as a contaminant in others.
       Therefore, it is likely that many new building products at a construction site will contain
       asbestos. The most likely sources of ACM’s at construction sites are:
               -       Insulation, including blown, rolled and wrapped;

               -       Resilient floor coverings (tiles);

               -       Asbestos siding shingles;

               -       Asbestos-cement products;

               -       Asphalt roofing products;

               -       Vermiculite insulation; and

               -       Sand and gravel

Asbestos has been detected in indoor air, where it is released from a variety of building materials
including insulation and ceiling floor tiles. It is only released, however, when these building
materials are damaged or degrade to the point that they are in poor condition. Regulations
governing the removal of asbestos building materials must be followed to protect both the
construction workers and the public from asbestos release.
When hazardous wastes are already present at the site, the contractor or subcontractor who first
discovers the material is responsible for notifying the general contractor, developer and/or owner.
They should also notify local, state and federal authorities. Because the hazardous waste was
present at the site prior to construction activities, the developer or owner typically is responsible
for ensuring that the hazardous wastes are handled and disposed of properly.
If the hazardous waste management and permitting standards listed in the Resource Conservation
and Recovery Act (RCRA) subtitle C, civil penalties may reach up to $32,500 per day per
violation. May also face criminal penalties under RCRA if you knowingly endanger another
person while managing hazardous waste.



                                                                                                  54
During construction and/or demolition, contractor will (the following list in intended to include
these responsibilities but are not limited to):
▫ Accept responsibility for generated wastes.
▫ Ensure proper handling, storage, transport and dispose of waste.
▫ Ensure proper reporting obligations are met.
▫ Work with EPA to conduct site cleanup, if necessary.
▫ Identify possible PCB and handle appropriate by EPA standards
▫ Determine if State Implementation Plan (SIP) Permit is needed and obtain if it is. A permit may
be required for the uncontrolled open burning of debris, dust generation, vehicle emission, and
combustion gases from oil-fired equipment.
▫ Determine if a New Source Performance Standard (NSPS) Permit is needed. This may be
needed if a rock crusher, cement plant, or hot mix asphalt plant is operated on site.
▫ Determine if equipment containing ozone depleting substances will be located at the site. If so,
ensure all EPA standards are followed.
Permits to obtain before new construction, remolding and/or demolition:
• Storm Water Permit – Check with National Pollutant Discharge Elimination System to
determine if permit is need for regulated discharge. Contact this office through
http://www.epa.gov/npdes/stormwater. If permit is determined to be needed, complete Appendix
D.
• Wetlands Permit – If construction is in or near waters of the US, pursue permits. Contact this
office through http://www.epa.gov/owow/. If permit is determined to be needed, complete
Appendix E.
• Local building permits.

Definitions and Acronyms:
Adequately Wet Asbestos – Sufficiently mixed with liquid to prevent the release of particulates.
If visible particles or dust are observed coming from asbestos-containing material, then that
material has not been adequately wetted.
Asbestos – The name given to a number of naturally occurring fibrous silicate minerals that have
been mined for their useful properties such as thermal insulation, chemical and thermal stability,
and high tensile strength.
ACM – Asbestos Containing Materials
BMP – Best Management Practice
Brownfield – Property where any expansion, redevelopment, or reuse may be complicated by the
presence or potential presence of a hazardous substance, pollutant, or contaminant, not including
sites that are part of a planned or ongoing removal action or are on the National Priorities List
CERCLA – Comprehensive Environmental Response, Compensation, and Liability Act
CESQG – Conditionally Exempt Small Quantity Generators
CFR – Code of Federal Regulations
CGP – Construction General Permit
COE – Army Corps of Engineer
CWA – Clean Water Act



                                                                                               55
Disposal – The discharge, deposit, injection, dumping, spilling, leaking, or placing of any solid
or hazardous waste into or on any land or water so that the solid or hazardous waste or any
constituent may enter the environment.
DOT – Department of Transportation
Dredged Material – Material that is excavated or dredged from waters in the US
EPCRA – Emergency Planning and Community Right-to-Know Act
Extremely Hazardous Substances (EHS) – Chemicals that most likely induce serious acute
reactions following short-term airborne exposure (defined at 40 CFR Part 335). The list of
extremely hazardous substances subject to EPCRA reporting requirements can be found in
EPA’s Consolidated List of Chemicals Subject to the Emergency Planning and Community
Right-To-Know Act (EPCRA) and Section 112(r) of the Clean Air Act (EPA 550-B-01-003).
Note that an extremely hazardous substance may also be included on the CERCLA list of
hazardous substances.
Fill Material – Material placed in waters of the US where the material has the effect of either
replacing any portion of water of the US with dry land or changing the bottom elevation of any
portion of a water of the US. Examples include rock, sand, soil, clay, plastics, construction
debris, wood chips, overburden from mining or other excavation activities, and materials used to
create any structure or infrastructure in waters of the US.
Friable – Asbestos that can be reduced to dust by hand pressure
Generator – Any person, by site, whose act or process produces hazardous waste identified or
listed in RCRA Subtitle C or whose act first causes a hazardous waste to become subject to
regulation. For example, an action such an unearthing soil contaminated with a hazardous
substance causes the contaminated soil to be subject to RCRA regulations.
Hazardous Waste – A solid waste, or combination of solid wastes, which because of its
quantity, concentration, or physical, chemical, or infectious characteristics may either cause, or
significantly contribute to, an increase in mortality or an increase in serious irreversible or
incapacitating reversible illness; or pose a substantial present or potential hazard to human health
or the environment when improperly treated, stored, transported, or disposed of, or otherwise
managed.
LQG – Large Quantity Generators
National Priorities List – The list of national priorities among the known releases or threatened
releases of hazardous substances, pollutants, or contaminants throughout the US and its
territories. The NPL is intended primarily to guide the EPA in determining which sites warrant
further investigating.
NOI – Notice of Intent
Non-friable – Asbestos that is too hard to be reduced to dust by hand
NPL – National Priorities List
NPDES – National Pollutant Discharge Elimination System
Operator – The party(ies) that has: (1) operational control of construction project plans and
specifications, including the ability to make modifications to those plans, or (2) day-to-day
operational control of storm water compliance activities.
RCRA – Resource Conservation and Recovery Act



                                                                                                 56
Release – Any spilling, leaking, pumping, pouring, emitting, emptying, discharging, injecting,
escaping, leaching, dumping, or disposing into the environment, including abandonment or
discarding of barrels, containers, and other closed receptacles containing any hazardous
substance.
Reportable Quantity – Amount of hazardous substance (or extremely hazardous substance)
release into the environment within a 24-hour period that must be met or exceeded before
emergency release notification requirements are triggered. Reportable quantities are listed in
EPA’s Consolidated List of Chemicals Subject to the Emergency Planning and Community
Right-To-Know Act (EPCRA) and section 112(r) of the Clean Air Act (EPA 550-B-01-001).
SERC – State Emergency Response Commission
SQG – Small Quantity Generators
Storage – When used in connection with hazardous waste, means the containment of hazardous
waste, either on a temporary basis or for a period of years, in such a manner as not constitute
disposal of such hazardous waste.
Storm water – Storm water runoff, snow melt runoff, and surface runoff drainage.
TSDF – Treatment, Storage, and Disposal Facility
Universal Waste – Federal Universal Wastes are batteries such as nickel-cadmium (Ni-Cd) and
small sealed lead-acid batteries, agricultural pesticides that are recalled under certain conditions
and unused pesticides that are collected and managed as part of a waste pesticide collection
program, thermostats that can contain as much as 3 grams of liquid mercury, and lamps that are
the bulb or tube portion of electric lighting devices that have a hazardous component.
Waters of the United States – All waters currently used, or used in the past, or may be
susceptible to use in interstate or foreign commerce, including all waters that are subject to ebb
and flow of the tide. Waters of the United States include, but are not limited to, all interstate
waters and intrastate lakes, rivers, streams (including intermittent streams), mudflats, sand flats,
wetlands, sloughs, prairie potholes, wet meadows, play lakes, or natural ponds.
Wetlands – Areas inundated or saturated by surface or ground water at a frequency and duration
sufficient to support, and that under normal circumstances do support, a prevalence of vegetation
typically adapted for life in saturated soil conditions. Wetland generally include swamps,
marshes, bogs and similar areas.




                                                                                                  57
Additional Information:
• The Construction Industry Compliance Assistance Center provides plain language explanations
of environmental rules for the construction industry, including tools to identify state-specific
requirements, permits, and contacts: http://www.cicaenter.org/stormwater.html;
•The National Environmental Compliance Assistance Clearinghouse contains a search engine to
help you find compliance assistance tools, contacts, and EPA-sponsored programs: http://www.
epa.gov/clearinghouse/;
• The Office of Wastewater Management, NPDES Storm water Program provides information
about the NPDES storm water program: http://www.epa.gov/npdes/stormwater;
• The NPDES construction Site Storm water Runoff Control web page provides factsheets on a
variety of storm water best management practices (BMP’s):
http://cfpub.epa.gov/npdes/stormwater/menuofbmps/con_site.cfm;
• Does Your Construction Site Need a Storm water Permit? A construction Site Operator’s Guide
to EPA’s Storm water Permit Program is a brochure that provides construction companies with a
brief overview of EPA’s CGP and its requirements:
http://www.epa.gove/npdes/pubs/sw_cgp_brochure.pdf;
• Resource List for Storm water Management Programs lists resources to help storm water
program managers start developing or improve their storm water programs:
http://www.epa.gov/npdes/pubs/sw_resource_list.pdf;
• The Storm water Manger’s Resource Center contains a series of factsheets for storm water
BMP’s that include information on soil type, slope, and cost: http://www.stormwatercenter.net/;
• EPA’s ―Where you live‖ page contains links to state environmental agencies:
http://www.epa.gov/epahome/whereyoulive.htm
• US Army Corps of Engineers (COE) web site (http://www.usace.army.mil/) provides a list of
District Offices, including phone numbers that you can call concerning permits for construction
activities impacting waters of the United States, information on Nationwide Permits, and the
application for individual permits;
• US EPA Office of Wetlands, Oceans, and Watersheds (OWOW): http://www.epa.gov/owow/;
• Wetlands Helpline: 1-800-832-7828
• EPA’s Office of Solid Waste and Emergency Response provides information on RCRA
regulations, including permitting, state authorization, and other requirements:
http://www.epa.gov/epaoswer/osw/laws-reg.htm;
• EPA’s Office of Solid Waste provides information on remediation waste, recycling
construction wastes, and other resources: http://www.epa.gov/osw/;
• List of commonly reported hazardous wastes in EPA’s Notification of Regulated Waste
Activities: Instructions and Forms (available on-line at
http://www.epa.gov/epaoswer/hazwaste/data/form8700/8700-12.pdf);
• Your state or EPA Region (for a list of state agency contact, go to
www.epa.gov/epaoswer/hotline/rcntcts.htm);
• Federal Facility Hazardous Waste Identification Flow Chart helps you to decide if your waste is



                                                                                              58
hazardous as defined by RCRA (some states have different definitions):
http://www.epa.gov/fedsite/hazwaste/flowchart.html;
• EPA’s Superfund web site: http://www.epa.gov/superfund/index.htm
• EPA’s Brownfield’s homepage: http://www.epa.gov/swerosps/bf/;
• EPA’s Office of Site Remediation and Enforcement (OSRE) staff assist with issues such as
lender liability, prospective purchasers, comfort letters, and municipal solid waste. OSRE web
sites include http://www.epa.gov/compliance /cleanup/ and specifically for brown fields,
http://www.epa.gov/enforcement/cleanup/brownfields;
• EPA’s Asbestos Management & Regulatory Requirements web site contains links to all of the
asbestos regulations: http://www.epa.gov/fedsite/cd/asbestos.html;
• EPA’s Region 4 asbestos web page contains links to several informative question and answer
and fact sheets related to demolition and renovation:
http://www.epa.gov/region04/air/asbestos/demolish.htm
• EPA’s Region 4 demolition and renovation summary page:
http://www.epa.gov/region04/air/asbestos/demolish.htm;
• EPA’s Region 4 general asbestos question and answer web page contains contact phone
numbers for each of the asbestos regulations:
http://www.epa.gov/region04/air/asbestos/inform.htm;
• OSHA’s Asbestos web page contains health and safety information related to asbestos:
http://www.osha-slc.gov.SLTC/constructionasbestos/index.html;
• EPA Region 6 has compiled a list of suspected asbestos-containing materials at
http://www.epa.gov/Region06/6pd/asbestos/asbmatl.htm.
• EPA’s Asbestos Ombudsman: 1-800-368-5888




                                                                                             59
Appendix VIIII

Project: ________________________(less than $25,000)

                                  ROMAN CATHOLIC DIOCESE OF LEXINGTON
                                        CONSTRUCTION CONTRACT
(Use type or print to fill in blanks)
This Contract is entered into this the    day of       200    by and between the ROMAN CATHOLIC
DIOCESE OF LEXINGTON, MOST REVEREND RONALD W. GAINER, BISHOP OF
LEXINGTON, hereinafter called "Owner", and
hereinafter called "Contractor."

WITNESSETH:
      THAT WHEREAS, the Owner desires to employ Contractor to provide
______________________________________ for such terms and conditions as are hereinafter set forth, and

        WHEREAS, the Contractor desires to accept said employment upon such terms and conditions as
hereinafter set forth;

       NOW, THEREFORE, in consideration of this Agreement and pursuant to the following mutual
covenants, terms and conditions, the Parties hereto do contract, covenant and agree as follows:
   1. Project Description. The "Project" shall be ________________________                  .

     2. Time for Performance. The Contractor shall commence this project work within ( ) days from the
        date of this Contract and shall complete that work within ( ) days thereafter. Time is of the essence
        in the Contract Documents and all obligations there under. The Contractor acknowledges and
        recognizes that the Owner is entitled to full and beneficial occupancy and use of the completed work
        following expiration of the contract time. The Contractor further acknowledges and agrees that if the
        Contractor fails to complete substantially, or cause Substantial Completion of any portion of the work
        within the contract time, the Owner will sustain extensive damages and serious loss as a result of such
        failure. The exact amount of such damages will be extremely difficult to ascertain. Therefore, the
        Owner and the Contractor agree that if the Contractor fails to achieve substantial completion of the
        work within the contract time, Owner shall be entitled to retain or recover from the Contractor, as
        liquidated damages and not as a penalty, $100.00 per day commencing upon the first day of the day
        following expiration of the contract time and continuing until the actual date of Substantial
        Completion. Such liquidated damages are hereby agreed to be a reasonable pre-estimate of damages
        the Owner will incur as a result of delayed completion of the work. The Owner may deduct liquidated
        damages prescribed in this paragraph from any unpaid amounts then or thereafter due the Contractor
        under this Agreement and any liquidated damages not so deducted shall be payable to the Owner by
        the Contractor upon demand by the Owner plus interest from the date of demand at the legal rate.

     3. Contractor's Responsibilities. The Contractor shall provide and manage all labor; equipment and
        materials needed for the Project and Contractor shall coordinate and direct the scheduling of all Work
        on the Project.
        This Contract obligates Contractor to


                                                                                                            60
   _____________________________________________________________________________

4. Permits, Licenses and Laws. The Contractor shall obtain and pay for all necessary permits and licenses
   and obtain any other regulating approvals required for the Project. Furthermore, Contractor shall fully
   comply with all state, local and federal laws, regulations and ordinances applicable to the Project.

5. Separate Contractors. The Owners may make separate contracts with other individual contractors,
   subcontractors or suppliers to secure extra items or services, if any, which are not included in the
   Contract with no additional Contractor's fee being assessed.

6. Contractor's Obligation to Inspect Site. Execution of the Contract by the Contractor is a representation
   that the Contractor has visited the site, become generally familiar with local conditions under which
   the Work is to be performed and correlated personal observations with requirements of the Contract
   Documents. The Owner assumes no responsibility or liability for the physical condition or safety of
   the Project site or any improvements located on the Project Site. The Contractor shall be solely
   responsible for providing a safe place for the performance of the Work. The owner shall not be
   required to make any adjustment in either the Contract Sum or Contract Time in connection with any
   failure of the Contractor or any Subcontractor to have complied with the requirements of this
   Paragraph.

7. Standards. All materials and labor shall meet or exceed any local or state standards and all work shall
   be performed in the best interests of the Owner.

8. Owner's Right to Inspect. The Contractor shall allow Owner to inspect all project work and
   materials at any time and shall, immediately after receiving written notice, remove or correct all
   defective workmanship or material before said Work is covered up.

9. Subcontractor Bids. The Contractor shall receive and evaluate all subcontract bids for work to be
   done on the project and shall select only subcontractors, which are reputable and competent to
   perform the Project work.

10. Owner's Instructions. The Owner shall be available to give written instructions to the Contractor as
    requested by the Contractor; however, owner shall not be responsible for the means and methods of
    construction which shall be the sole responsibility of Contractor and its subcontractors.

11. Changes in the Work. Any change from the Contract Documents made after work has commenced
    which will result in a change in cost for the project work shall be agreed upon in writing BEFORE
    such change is made. All changes shall be made by a written change order signed by the Owner and
    the Contractor, which details the change and the change in cost and or time.

12. Project Work Area.
    ____________________________________________________________________________
    ____________________________________________________________________________

13. Protection from the Weather. The building shall be kept protected from the weather at all times during
    the progress of the work.




                                                                                                        61
14. Contract Sum and Payment. The Owner shall pay the Contractor the contract sum for the Contractor's
    proper performance of the Contract and the proper completion of the work in accordance with the
    Contract documents. The Contract sum shall be $___________________, subject to additions and
    deletions as provided by executed change orders. Based upon applications for payment submitted to
    the Owner by the Contractor. Final payment of the contract sum shall be made only after the Project
    is completed in accordance with the Contract Documents and all Project work and punch list items
    have been completed by Contractor and accepted by Owner. Contractor shall pay for all materials;
    labor and equipment used on the project in a timely manner and shall provide signed mechanics lien
    releases to owner as a precondition to any progress or final payment. Owner shall have the right to
    deduct from the Contract Sum, either by reducing progress payment, or final payment to cover the
    estimated costs associated with defective work. As a condition to any payment, the Owner reserves
    the right to request an accounting of costs and the right to audit Contractor's cost records.

15. Insurance on Premises during Construction. The Contractor shall verify that all subcontractors carry
    worker's compensation coverage on which any premium(s) have been paid. The Owner shall maintain
    adequate "Builder's Risk" casualty insurance on the building during the construction period. The
    Owner shall not be liable for any injuries suffered by the Contractor or its Subcontractors or their
    employees "on the job site" or which occur during the Contractor's performance of this contract.

16. Contractor's Insurance Requirements. Contractor shall obtain and furnish to Owner certificates of
    insurance for the following insurance coverages:

    1.      Workman's Compensation and Employer's Liability Statutory:
            a. each accident                             $500,000
            b. disease – policy limit                    $500,000
            c. disease – each employee                   $500,000

    2       Comprehensive General Liability of $500,000 including:
            a. General Aggregate
            b. Products and Completed Operations
            c. Personal and Advertising Liability
            d. Each Occurrence
            e. Fire Damage (any one fire)
            f. Medical expense

    3.      Automobile Liability
            a. Bodily Injury       (each person)              $ 500,000
            b. Bodily Injury       (each occurrence)          $1,000,000
            c. Property Damage (each occurrence)              $ 500,000
            d. Option in lieu of the above                    $1,000,000
            (Combined Single Limit)

   4.       Products and completed operations
            a. Carry in full effect for two years, commencing with the issuance of
            final certificate for payment.

   5.       The name of the Project shall be listed under the description of the
            project on the insurance certificate form.



                                                                                                     62
   6.       Certificate Holder shall be as follows:
                     Roman Catholic Diocese of Lexington, Kentucky
                    1310 West Main Street
                    Lexington, KY 40508-2048

    And shall be listed as additional insured on Contractor's insurance policy.
17. Indemnification. To the fullest extent permitted by law and to the extent claims, damages, losses or
    expenses are not covered by insurance purchased by the Contractor in accordance with Paragraph 18,
    the contractor shall indemnify and hold harmless the Owner, Architect, Architect's consultants, and
    agents and employees of any of them from and against claims, damages, losses and expenses,
    including but not limited to attorney's fees, arising out of or resulting from performance of the work,
    but only to the extent caused by the negligent acts or omissions of the Contractor, a Subcontractor,
    anyone directly or indirectly employed by them or anyone for whose acts they may be liable,
    regardless of whether or not such claim, damage, loss or expense is caused in part by a party
    indemnified hereunder. Such obligation shall not be construed to negate, abridge, or reduce other
    rights or obligations of indemnity, which would otherwise exist as to a party or person described in
    this Paragraph. The Contractor's indemnity obligations under this paragraph shall include but not be
    limited to claims: pertaining to personal injury, property damage, payment disputes, mechanic's and
    material man’s liens, breach of contract, tort or any other type of claim asserted against Owner or
    Architect by subcontractors, suppliers, employees or other third parties arising from the Work.

18. Environmental Liability. The Contractor shall not be liable for any environmental contamination
    discovered "on the job site" unless the Contractor is directly responsible for the existence of said
    contamination. However, in the event Contractor discovers environmental hazards on the Project site,
    Contractor shall immediately stop work and notify Owner of the environmental hazard.

19. Builder's Warranty. The Contractor shall warrant the work, which is constructed pursuant to this
    contract, shall be free of defects in workmanship for the period of one (1) year following completion
    of construction. Contractor shall clean up, remove and properly dispose of at an approved landfill, all
    construction debris from the project during the project and at the conclusion of the Project.

20. Good Faith. It is specifically agreed and understood by and between the parties hereto that time is of
    the essence of this Contract and all the parties hereto agree to exercise the utmost good faith in their
    performance of this construction Contract.

21. Assignment. There shall be no assignment of rights or delegation of duties under this contract unless
    same shall be reduced to writing and under this contract unless same shall be reduced to writing and
    signed by all the parties hereto.

22. Termination. If, for any reason, the Contractor defaults in its obligations under this Contract, the
    Owner may consider said default a material breach of this contract and terminate the services of
    Contractor for the Project. In the event the Owner terminates the Contract, it shall make payment to
    the Contractor only for Project work properly completed by Contractor in accordance with the
    Contract Documents. Owner shall not be required to pay Contractor for any defective or incomplete
    work, nor shall Owner be required to pay Contractor for any lost profits or consequential damages.

23. Applicable Law. This Contract shall be construed and enforced according to the laws of the
    Commonwealth of Kentucky.



                                                                                                         63
   24. Binding Effect. This Contract shall be binding upon and inure to the benefit of each of the Parties
       hereto, their respective heirs, devisees, personal representatives and assigns.

   25. Attorney's Fees and Costs. In the event of a dispute under this Contract, the prevailing party shall be
       entitled to recover its reasonable attorney's fees and costs incurred to enforce the obligations of the
       non-prevailing party under the Contract or incurred to enforce the obligations of the non-prevailing
       party's breach of this Contract.




        IN WITNESS WHEREOF, the parties hereto have hereunto subscribed their names to duplicates
hereof this day and date first above written.

OWNER:

ROMAN CATHOLIC DIOCESE OF LEXINGTON

________________________________________
Bishop Ronald W. Gainer, Bishop of Lexington



WITNESS:


________________________________________




CONTRACTOR:


________________________________________



WITNESS:


________________________________________




                                                                                                           64
Appendix X

                          CATHOLIC DIOCESE OF LEXINGTON
                                  1310 W. Main Street
                                 Lexington, KY 40508
                                    (859) 253-1993


                           REAL ESTATE DOCUMENT CHECKLIST


Property:
City:
Parish or School:
Seller:
Buyer:
Closing Date:

Seller’s Documents

____ 1.        Deed

____ 2.        Plat

____ 3.        Owner’s Affidavit/Indemnity

____ 4.        Estate Tax Releases

____ 5.        1099-S

____ 6.        Closing Statement

____ 7.        Tax ID Number is Corporation

Closing Documents

____ 1.        Loan Agreement

____ 2.        Note

____ 3.        Consent to Release Financial Statements

____ 4.        Real Estate Mortgage

____ 5.        Assignment of Rents/Leases




                                                            65
____ 6.       Lease Subordination

____ 7.       Opinion of Council (title opinion)

____ 8.       Certificate of General Liability and Workman’s Comp Insurance

____ 9.       Hazard Insurance

____ 10.      Assignment of Construction contract

____ 11.      Assignment of Architect Contract

____ 12.      Financing Statement

____ 13.      Closing Statement


Real Estate

____ 1.       Subdivision Plat

____ 2.       Appraisal

____ 3.       Title Insurance/Commitment
              a.       Mortgage Releases
              b.       Mortgage Payoffs
              c.       Mortgage Wire Instructions

____4.        Certificate and Indemnification as to Hazard Waste

____ 5.       Environmental Report

____ 6.       Builders Affidavit

____ 7.       Grading Permit

____ 8.       Detailed Project Cost Analysis

____ 9.       Engineer’s Certificate

____ 10.      Flood Plain Certification

____ 11.      Zoning Letter

____ 12.      Road Access Letter/Endorsements/Access Easement

____ 13.      Reciprocal Easements



                                                                              66
____ 14.   Survey

____ 15.   Plans and Specifications

____ 16.   Structural and Termite Inspection




                                               67
Frequent and phased review and dialogue with the Diocesan Building Commission and
Secretariat for Stewardship is encouraged and required (see Diocesan Building Commission
Flowchart and Manual cited above).

      We are vested in the success of your Parish project. Know that all time, talent, and
treasures will be employed to assist with your project. Our prayers are united with yours.

                                                          The Diocesan Building Commission




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